1. Introduction

Oak & Amber Retreats Ltd (“we”, “us”, “our”) is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, and safeguard your personal data when you use our website and services.

We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Data Controller

Oak & Amber Retreats Ltd is the data controller responsible for your personal data.

If you have any questions about this policy or how we handle your data, you can contact us:

Data Protection Officer

Phone: 0161 401 1021

3. Information We Collect

We may collect and process the following personal data:

1. Full name
2. Email address
3. Home address
4. Telephone number
5. Booking details
6. Technical data (including IP address, browser type, and device information)

We also automatically collect certain information through cookies and similar technologies when you visit our website.

4. How We Use Your Information

We use your personal data to:

1. Process and manage your bookings
2. Communicate with you regarding your reservation
3. Provide customer support
4. Improve our website and services
5. Personalise your experience
6. Send occasional marketing communications (only where you have opted in)

5. Legal Basis for Processing

We process your personal data under the following lawful bases:

1. Contractual necessity – to fulfil your booking
2. Legitimate interests – to improve our services and website
3. Consent – for marketing communications
4. Legal obligation – where required by law

6. Marketing Communications

You will only receive marketing emails if you have opted in.

You can unsubscribe at any time by:

1. Clicking the unsubscribe link in any email
2. Contacting us directly

We typically send marketing emails only a few times per year.

7. Data Sharing

We do not sell or trade your personal data.

However, we may share your data with trusted third parties who help us operate our business, including:

1. Property management platforms (e.g. Guesty)
2. Email marketing providers (e.g. Mailchimp)

All third parties are required to keep your data secure and confidential.

We may also disclose your information if required to:

1. Comply with legal obligations
2. Prevent fraud or illegal activity
3. Protect the safety of individuals

8. Data Retention

We retain your personal data only for as long as necessary to:

1. Fulfil the purposes we collected it for
2. Meet legal, accounting, or reporting requirements

9. Your Rights

Under UK GDPR, you have the right to:

1. Access your personal data
2. Request correction of inaccurate data
3. Request erasure of your data
4. Object to processing
5. Request restriction of processing
6. Request transfer of your data (data portability)

To exercise any of these rights, please contact us.

10. Data Security

We implement appropriate technical and organisational measures to protect your personal data, including:

1. Encryption of sensitive data
2. Restricted access to authorised personnel only

11. Cookies

Our website uses cookies to improve functionality and user experience.

Cookies help us:

1. Understand how visitors use our site
2. Remember user preferences
3. Identify and resolve technical issues

Cookies do not identify you personally.

You can disable cookies in your browser settings, although this may affect website functionality.

12. Changes to This Policy

We keep this Privacy Policy under regular review.

Any significant changes will be communicated via email or other appropriate channels. Continued use of our services after updates constitutes acceptance of the revised policy.

13. Contact Us

If you have any questions about this Privacy Policy or your data, please contact:

Oak & Amber Retreats Ltd

Phone: 0161 401 1021